Record retention schedule: Student administration : JISC

Record retention schedule: Student administration

Student Administration Strategy Development
Student Administration Planning
Student Administration Performance Management
Student Administration Policy Development
Student Administration Procedures Development
Student Recruitment
Student Admission
Student Registration
Student Induction
Student Records Administration
Student Progress Administration
Student Disciplinary Case Handling
Student Academic Appeal Handling
Student Complaint Handling
Course Administration
Assessment Administration
Award Ceremony Administration
Student Relations Management

3.1 Student Administration Strategy Development

Reference	Description	Retention Period	Citation	Notes
	Records documenting the development and establishment of the institution's student administration strategy.	Superseded + 10 years	NA	Review for archival value

3.2 Student Administration Planning

Reference	Description	Retention Period	Citation	Notes
	Records documenting the formulation of plans for the implementation of the institution's student administration strategy.	Superseded + 10 years	NA	Review for archival value

3.3 Student Administration Performance Management

Description	Retention Period	Citation	Notes
Records containing data on, and analyses of, performance against the plans for the implementation of the institution's student administration strategy.	Current academic year + 1 year	NA
Records containing reports of performance against the plans for the implementation of the institution's student administration strategy.	Current academic year + 10 years	NA	Review for archival value
Records documenting the conduct and results of audits and reviews of the student administration function, and responses to the results.	Current academic year + 10 years	NA	Review for archival value

3.4 Student Administration Policy Development

Reference	Description	Retention Period	Citation	Notes
	Records documenting the development and establishment of the institution's student administration policies.	Superseded + 10 years	NA	Review for archival value

3.5 Student Administration Procedures Development

Reference	Description	Retention Period	Citation	Notes
	Records documenting the development and establishment of the institution's student administration procedures.	Superseded + 10 years	NA

3.6 Student Recruitment

Description	Retention Period	Citation	Notes
Records documenting the design, conduct and summary results of student recruitment campaigns.	Completion of campaign + 5 years	NA	Review for archival value
Records documenting the design, organisation and summary results of student recruitment events.	Completion of event + 5 years	NA	Review for archival value
Records documenting the design, operation and summary results of student recruitment schemes.	Current academic year + 5 years OR Termination of scheme + 5 years	NA	Review for archival value
Records documenting the issue of student recruitment materials in bulk to schools and other organisations.	Current academic year	NA
Records documenting the handling of enquiries from prospective students.	Current academic year + 1 year	NA
Records containing summaries and analyses of enquiry, recruitment and retention data.	Current academic year + 5 years	NA

3.7 Student Admission

Description	Retention Period	Citation	Notes
Records documenting the development and establishment of the institution's admission criteria.	Superseded + 10 years	NA	Review for archival value
Records documenting the handling of applications for admission: successful applications.	End of student relationship + 6 years	1980 c.58
Records documenting the handling of applications for admission: unsuccessful applications.	Current academic year + 1 year	NA
Records documenting the administration of the clearing process.	Current academic year + 1 year	NA
Records containing data on overall student numbers.	Current academic year + 1 year	NA

3.8 Student Registration

Reference	Description	Retention Period	Citation	Notes
	Records documenting the registration of individual students on programmes.	Termination of student relationship + 6 years	1980 c.58
	Records containing summaries and analyses of data on registration of students on programmes	Current academic year + 5 years	NA

3.9 Student Induction

Reference	Description	Retention Period	Citation	Notes
	Records documenting the design, conduct and review of induction programmes for new students.	Completion of induction programme + 5 years	NA	Review for archival value
	Records documenting the administration of induction programmes and events for new students.	Current academic year + 1 year	NA

3.10 Student Records Administration

Description	Retention Period	Citation	Notes
Records containing personal data on individual students	Minimum required. Variable for different types of personal data. Recommended maximum retention: End of 'registered student' relationship with institution + 6 years	1980 c.58	Retention must comply with the provisions of 1998 c.29
Records containing standard analyses of data from individual students' records.	Current academic year + 5 years	NA	Review for archival value
Records documenting the handling of requests for ad hoc analyses of data from individual students' records.	Last action on request + 1 year	NA
Records documenting the handling of individual students' requests for statements of results/transcripts.	Last action on request + 1 year	NA
Records documenting the handling of requests for confirmation of individual students' awards, attendance or conduct from employers and other educational institutions.	Last action on request + 1 year	NA
Records documenting the design and conduct of First Destination Surveys.	Current academic year + 5 years	NA	Review for archival value
First Destination Surveys: individual responses	Completion of analysis of responses	NA
Records containing (anonymised) summaries and analyses of the results of First Destination Surveys.	Current academic year + 5 years	NA	Review for archival value

3.11 Student Progress Administration

Description	Retention Period	Citation
Records documenting the academic progress of individual students and formal action taken by the institution to deal with unsatisfactory progress.	Termination of relationship with student + 6 years	1980 c.58
Records documenting the transfer of individual students to new programmes or to new courses within programmes.	Termination of relationship with student + 6 years	1980 c.58
Records documenting the withdrawal of individual students from the institution.	Termination of relationship with student + 6 years	1980 c.58
Records documenting the termination of individual students' programmes.	Termination of relationship with student + 6 years	1980 c.58

3.12 Student Disciplinary Case Handling

Reference	Description	Retention Period	Citation	Notes
	Records documenting the conduct and results of disciplinary proceedings against individual students.	Last action on case + 6 years	1980 c.58

3.13 Student Academic Appeal Handling

Reference	Description	Retention Period	Citation	Notes
	Records documenting the handling and results of academic appeals by individual students.	Last action on case + 6 years	1980 c.58

3.14 Student Complaint Handling

Reference	Description	Retention Period	Citation	Notes
	Records documenting the handling of formal complaints made by individual students against the institution.	Last action on case + 6 years	1980 c.58
	Records documenting the handling of complaints by individual students where the formal complaints procedure is not initiated.	Last action on complaint + 3 years	NA

3.15 Course Administration

Description	Retention Period	Citation
Records documenting the timetabling of teaching and management of teaching space	Current academic year	NA
Class / tutorial lists	Current academic year	NA
Schedules for submission, marking and return of coursework.	Current academic year	NA
Records documenting individual students' submission of coursework.	Current academic year + 1 year	NA
Records documenting individual students' attendance.	Current academic year + 1 year	NA
Records documenting the organisation of students' work placements.	Completion of work placement + 1 year	NA

3.16 Assessment Administration

Description	Retention Period	Citation	Notes
Records documenting the development and establishment of the institution's assessment and examination rules and procedures.	Superseded + 10 years	NA	Review for archival value
Records documenting the selection and appointment of external examiners.	Termination of appointment + 1 year	NA
Records documenting liaison with external examiners on administrative matters.	Current academic year + 1 year	NA
Records documenting the selection and appointment of examination invigilators.	Current academic year + 1 year	NA
Records documenting the design and delivery of training for examination invigilators.	Current academic year + 1 year	NA
Records documenting the control of examination papers and examination scripts.	Current academic year + 1 year	NA
Records documenting the timetabling of examinations.	Current academic year + 1 year	NA
Records documenting the organisation of examination facilities, including special arrangements for students with special needs.	Current academic year + 1 year	NA
Records documenting individual students' attendance at examinations, and the handling of reports of mitigating circumstances.	Current academic year + 1 year	NA
Records documenting the collation of examination results and compilation of pass lists and individual notifications of results.	Current academic year + 1 year	NA
Records documenting individual students' submission of assessed work and handling of reports of mitigating circumstances.	Current academic year + 1 year	NA
Records documenting the issue of awards lists and individual notifications of awards.	Current academic year + 1 year	NA
Pass Lists/Awards lists.	Issue of list + 10 years	NA	Consider implications of 1998 c.29 Review for archival value

3.17 Award Ceremony Administration

Description	Retention Period	Citation
Records documenting the organisation of award ceremonies.	Completion of ceremony + 1 year	NA
Records documenting the production of award certificates.	Completion of ceremony + 1 year	NA
Records documenting the mailing of award certificates to students who do not attend ceremonies.	Completion of ceremony + 1 year	NA

3.18 Student Relations Management

Description	Retention Period	Citation	Notes
Records documenting the establishment and operation of staff-student liaison committees.	Life of committee + 3 years	NA	Review for archival value
Records documenting the operation of staff-student liaison committees.	Current academic year + 3 years	NA	Review for archival value
Records documenting the election and/or appointment of student representatives to the institution's governing body and executive committees.	Completion of next election	NA	Formal records of elections/appointments are preserved in the records of the governing body and executive committees
Records documenting the design, development and delivery of training for elected student representatives.	Superseded + 1 year	NA
Records documenting the design and conduct of student surveys.	Completion of survey + 5 years	NA	Review for archival value
Results of student surveys: individual responses	Completion of analysis of survey responses	NA
Results of student surveys: summaries and analyses of responses	Completion of survey + 5 years	NA	Review for archival value
Records documenting the design of, and overall response to, student suggestion schemes.	Closure of scheme + 5 years	NA	Review for archival value
Records documenting the handling of suggestions from individual students.	Last action on suggestion + 1 year	NA

JISC

Record retention schedule: Student administration

Contents

3.1 Student Administration Strategy Development

3.2 Student Administration Planning

3.3 Student Administration Performance Management

3.4 Student Administration Policy Development

3.5 Student Administration Procedures Development

3.6 Student Recruitment

3.7 Student Admission

3.8 Student Registration

3.9 Student Induction

3.10 Student Records Administration

3.11 Student Progress Administration

3.12 Student Disciplinary Case Handling

3.13 Student Academic Appeal Handling

3.14 Student Complaint Handling

3.15 Course Administration

3.16 Assessment Administration

3.17 Award Ceremony Administration

3.18 Student Relations Management

Browse JISC by...